A new administrative instruction, ST/AI/2013/3, introduces a number changes to the UN travel policy. This administrative instruction, issued on 12 August 2013, follows the General Assembly’s decision (resolution 67/254 A) on the standard of accommodation for air travel. The staff rule on the mode, date, route and standard of travel was also revised (ST/SGB/2013/3/Amend.1).
Official travel will now be based on the least costly routing available. This is on the condition that the total time of the whole journey does not exceed that of the most direct route by four or more hours.
The main elements of changes to the travel policy introduced are:
- All travel arrangements should be finalized 16 calendar days in advance of commencement of official travel.
- For consultants and individual contractors, travel will be undertaken in economy class, irrespective of the duration of the journey.
- Programme managers will be required to certify that alternative methods, such as videoconference, audio-conference or other remote business practices, such as online meetings, have been carefully reviewed, were found not to be effective and that travel is therefore necessary.
- The normal route for all official travel will be the based on the most economical route available, provided that the total additional time of the whole journey does not exceed the most direct route by four hours or more.
- Travel on home leave or family visit travel combined with official travel will be in economy class.
- For staff members below the Assistant Secretary-General level and, where applicable, their eligible family members, official travel will be in business class when a single leg journey is 9 hours or more or for multi-leg journeys, the combined travel time of the journey is 11 hours or more, including a maximum of 2 hours of connection time. A journey that is interrupted by a stopover of more than 12 hours will no longer be combined to track the business class threshold.
- In computing the period of travel by air, a maximum of two hours shall be counted for each necessary waiting period between connecting flights.
- All air travel for learning and development activities (training), except for officials who travel as instructors or to provide a service, i.e., administrative and/or logistical support, will be in economy class only.
- The standard of travel accommodation for travel for medical, safety or security reasons, including when traveling as an escort, will be in economy class.
- Staff members are encouraged to voluntarily downgrade their entitlement from business class to premium economy cabins or premium seats, without restriction to the least costly economy service.
- Rest periods for travel by air shall be limited to staff travelling in economy class if the scheduled time for the journey is more than six hours.
- Staff members travelling in business class will be expected to report for duty at the official destination within a reasonable time (i.e. four hours) upon arrival, if feasible.
- The provision for an intermediate rest stop or a rest period on arriving at the destination on journeys of 16 hours or more is no longer in effect.
- The granting of travel time, which will be based on actual calendar days spent travelling, will be limited to staff members who utilize the normal entitlement to home leave or family visit travel through the provision of an actual air ticket issued by the Organization. No travel days will be granted for staff members who opt for the lump sum payment.
- The lump sum payable for travel on home leave or family visit or education grant travel will be based on 70 per cent of the least restrictive economy class base fare, excluding taxes and surcharges. The lump-sum option will no longer be available for travel on repatriation or separation from service.
Please note that the implementation of these changes took effect on 12 August 2013. Travel arrangements finalized before the entry into force of ST/SGB/2013/3/Amend.1 and ST/AI/2013/3 will continue to be implemented under the previous travel rules and policy only if the start of the official travel date is on or before 28 August 2013. Departures beyond 28 August 2013 covered by Travel Requests raised on or after 12 August 2013 will be processed in line with the new travel policy.